XXX ACADEMY
VEHICLES POLICY
Summer Term 2013
Version and Date
Action/Notes
1.0
June 2013
Draft reviewed by XXX (current regulations), etc.
2.0
14.06.13
Amended by XX and XX following review at Resources Cttee meeting. Approved by FGB 01.07.13
Responsibilities
The Governing Body of the school is responsible for ensuring any vehicles operated on
behalf of the school fully comply in every respect, with all legal transport and health and
safety requirements. This responsibility is delegated to the Headteacher to ensure its
appropriate implementation.
The policy covers all vehicles owned by the school and hired by the school.
Legal Requirements
The law requires that a minibus must:
-
Be adequately insured.
Be well maintained.
Have a valid MOT certificate (if more than one year old).
Display a valid tax disc.
Have the correct seating with correctly fitted seat belts.
Management System
The Headteacher will ensure the following:
-
All staff use the proper procedures for use of the school minibus and other vehicles.
All drivers are familiar with, and adhere to, this policy.
Insurance cover, MOT and tax are up to date.
Vehicle registration documents are held securely.
All minibus drivers undergo MiDAS (Minibus Driver Awareness Scheme) training and
refresher assessments.
Permitted Drivers
- All minibus drivers must have undergone training and assessment to the Midas
standard.
- Regular refresher training is a significant element of MiDAS and in order to retain their
MiDAS Certificate, drivers must attend refresher training every four years.
- A register of permitted drivers will be kept in the School Vehicle & Drivers file. Each
entry in the register must be completed every 12 months.
- The Licences of all drivers must be checked to ensure that they are permitted to drive
a minibus. This should be recorded and the check repeated every 12 months. Copies
of the licenses will be kept on file.
- The legal requirements are that any person who is aged 21 or over, and obtained a car
licence prior to 1 January 1997, may drive a minibus, provided the vehicle is not being
operated for hire or reward. Anyone who passed a car driving test after 1 January
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1997 will be licensed to drive category B vehicles only, which will cover vehicles up to
3.5 tonnes with not more than 8 passengers. An additional test and medical report will
be required to gain a D1 licence, which covers minibuses. Drivers who passed the test
before 1 January 1997 are automatically granted the right to drive Category D1
vehicles and will not need to take the new test.
- Drivers must have no more than 6 penalty points. Drivers must inform the school if
they receive any further penalty points. This information will be recorded.
- Drivers must notify DVLA Swansea and the school about any medical condition or
defect that might affect their driving and restrictions applied by DVLA, including
courses of prescribed medicine and eyesight.
- The Headteacher should monitor the performance and safety record of all who drive
minibuses. If there is any doubt about a driver’s competence, regardless of the type of
licence they hold and their previous record, steps must be taken to investigate. The
driver should not be allowed to drive school vehicles until any doubts have been
satisfactorily resolved.
Drivers must inform their line manager immediately if charged with any motoring offence,
regardless of whether the offence was committed in their own vehicle, a School vehicle or
any other vehicle. Similarly, any previous convictions should be made known to the
Headteacher before a new/prospective minibus driver is allowed to drive a minibus.
If a driver is convicted, with the licence endorsed and penalty points imposed, the
Headteacher must consider whether the nature and severity of the offence pose any risk to
minibus passengers. It may be appropriate to reconsider that individual’s position, and at the
very least arrange for their minibus driving skills to be reassessed. The Governing Body
must be consulted before a decision is made about allowing a convicted driver to continue
driving a minibus.
If, on conviction, a driver is disqualified from driving then clearly they must desist from all
driving with immediate effect.
On disqualification of up to six months duration, drivers will be banned from driving a School
vehicle for a period of two years from the end of the disqualification period. They must
undergo minibus driver training and assessment before driving a School minibus again.
Where a disqualification is for a period of more than six months, the driver will be banned
from driving a School vehicle for a period of five years from the end of the disqualification.
They must undergo minibus driver training and assessment before driving a School minibus
again.
Before a disqualified driver is allowed to drive a minibus again, take care to ensure that there
are not restrictions on the category of vehicle they are allowed to drive subsequent to the
offence.
The imposition of these bans over and above the disqualification period is not arbitrary, but
conforms to the potential pattern of re-offending for serious driving offences. Given the
enormous responsibility of conveying passengers in a minibus, the School’s prime concern
must be passenger safety. Conviction for a serious driving offence must give cause to doubt
an individual’s judgement and driving ability. Such doubt can only be dispelled after a
reasonable period of time has elapsed in which the driver has demonstrated that they are
not likely to re-offend.
Supervisors/Second Driver
- On all minibus journeys, the driver must be accompanied by a supervisor. On journeys
outside of Calderdale, where possible this supervisor will be a permitted driver.
Driver’s Hours & Breaks
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- Drivers must take at least a 15 minute break from driving after 2 hours.
- Longer journeys must be considered as they arise, a risk assessment should be
completed taking into account the length and time of the journey, the number of drivers
on longer trips, safe driving hours, and regular breaks for passenger and driver
comfort.
- If the trip takes place after the usual working day, special attention must be given to
the issue of driver fatigue.
- Where journeys are likely to last longer than 2 hours, or the working day including
driving time exceeds 8 hours, a second driver must be taken to share the work and
reduce the risk of driver fatigue.
Alcohol
Everyone driving School vehicles will adhere to the following:
- No alcohol to be consumed during the working day.
- No alcohol to be present in your system when driving. Be careful about alcohol
consumed during the previous evening. If in doubt, don’t drive.
Daily Safety Checks
- All School vehicles will carry a vehicle information file containing safety checklist
forms. These forms must be completed by the driver prior to any journey being
undertaken. Completed forms should be transferred to the School Vehicle and Drivers
folder weekly and retained for at least 15 months. In the event of a hire vehicle being
used, the same safety checks must be carried out and recorded.
- All School vehicles will carry a First Aid Box and a Fire Extinguisher at all times. The
fire extinguisher must be a British Standard fire extinguisher. Contents of the First Aid
Box are listed in Appendix 1.
- The vehicle information file will also contain emergency contact phone numbers for the
school, along with details of breakdown and accident procedures and phone numbers.
Copies of current insurance certificates should also be kept in this file.
Size/capacity of minibuses
- The capacities of vehicles must not be exceeded.
- The height and passenger capacity of each vehicle should be clearly stated in the
vehicle.
- The “3 for 2” concession, which allowed three children under the age of 14 to share a
double seat in a minibus or coach, no longer applies where seats are fitted with belts.
Where seatbelts are fitted, each child must occupy one seat.
Seatbelts
- Seatbelts must be worn at all times. It is the supervisor’s responsibility to ensure that
all passengers are wearing seatbelts properly before a journey commences.
Boarding and Alighting
- The driver and supervisor must wear Hi-Visibility vests when supervising the boarding
and alighting of children in public locations.
Reversing
- The reversing of vehicles is an important part of driving a vehicle and is potentially the
most hazardous. In order to protect the driver from unnecessary accidents and for the
protection of any person in the vicinity of the vehicle the following procedures must be
adopted:
- Ensure that the vehicle is fitted with reversing bleepers.
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-
The supervisor must always act as a reversing assistant. When reversing,
ensure that the supervisor stands outside the vehicle at the rear and in view
of the driver. A Hi-visibility vest should be worn.
Section 19 Permits
All school minibuses must clearly display a valid Section 19 Permit.
Section 19 permits allow certain organisations to operate minibuses and make a charge
without having to comply with the full passenger carrying vehicle entitlement (PCV) operator
licensing requirements and without the need for their drivers to have PCV entitlement. An
example of such organisations would be volunteer groups concerned with education,
religion, social welfare, recreations and other activities that are beneficial to the community.
The minibus permit is for a vehicle that can carry between nine and sixteen passengers and
can be obtained from the Traffic Commissioners or designated bodies such as a local
authority and various national charities or church organisations.
The service provided must be for their own members or for groups of people whom the
organisation serves. The service must not be provided to members of the general public and
the charges made must be on a non-profit basis.
Permits are issued under the Transport Act 1985 Section 19. This Act must be strictly
adhered to, the disc displayed and the vehicle equipped with a fire extinguisher and first aid
kit marked as to comply with the Road Vehicles Construction and Use Regulations 1986.
Vehicle Security
-
Drivers should ensure that school vehicles securely parked and the keys held
securely.
Under no circumstances should a vehicle be left unlocked whilst unattended.
Maintenance of Vehicles
- Staff members must not attempt any repair and maintenance which needs specialist
equipment or where there is a risk of physical harm (eg., changing tyres and wheels).
- The School Business Manager is responsible for ensuring that all vehicle documents
are kept and stored for a period of 15 months.
- The School Business Manager will ensure that the school vehicles are booked in for
MOTs in a timely manner and that insurance and tax discs are kept up to date.
- All repairs and maintenance will be carried out by a professional garage.
- If a staff member becomes aware of a defect or fault, they must inform the School
Business Manager as soon as possible, who must ensure that the fault or defect is
repaired. The vehicle must not be used until the repair has been completed
satisfactorily.
- Copies of invoices relating to repairs will be kept in the Vehicle File.
- All vehicles will receive a full service by a professional contractor in the autumn term
and at the beginning of the summer term.
- Oil and other consumables must be kept on the school premises.
Children in the front seats
- Children are permitted to sit in the front seats if they are over 135cm high.
- Children under 135cm high will require booster seats to travel in the front seats of a
minibus.
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Booster Seats
- Booster seats must be used in all vehicles for children under 135cm in height. The
driver or supervisor must ensure that booster seats are available for all children who
require them.
Overseas trips
- The Governing Body has decreed that the School Vehicles must not be taken abroad.
Driving and navigating abroad can prove stressful, so in the interests of safety, a
professional coach company must be hired for all trips overseas.
This Policy was reviewed by the Resources Cttee, adopted by the Full Governing Body and
signed by the Chair of Governors and Headteacher.
The next review will take place in Summer Term 2015 or when new regulations regarding
transport or health and safety come into effect.
Policy Reviewed:
Summer Term 2013 V2.0
Next Review:
Summer Term 2015
Signature of Chair of Governors:
Signature of Headteacher:
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SCHOOL MINIBUS PRE-DRIVE SAFETY CHECKLIST
Driver:
Registration:
Date:
Supervisor:
Journey Details (destination):
Start Mileage:
End Mileage:
This form must be completed before every journey. Please check the items
listed below:
Walk around the vehicle to check for visible defects
Oil level
Coolant level
Windscreen washer fluid level
Brake fluid level
Windscreen & windows clean and undamaged
Lights including brake lights and indicators are clean and working.
Tyre pressures, including spares (and inner tyres and tyres on
trailer if applicable)
Tyre tread, including spares (and inner tyres as above). At least 3
mm across centre ¾ is recommended. Any cuts and bulges?
Doors open and close properly
Mirrors correctly adjusted, clean and unobstructed
Position & function of all dashboard controls
Position of driving seat so all pedals can be operated comfortably
Pressure on brake pedal
Lights & indicators are working
Wipers & washers working properly
Fuel level (and type of fuel)
Seat belts are undamaged and working properly
Location and contents of first aid kit & fire extinguisher(s)
Location of relevant paperwork (permit, MOT, Tax disc,etc)
Change for parking
Luggage securely stowed; aisles & exits clear
Hi visibility jackets/vests (2) present
Location of emergency warning triangle
OK
OK
OK
OK
OK
OK
OK
OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
OK
NOT OK
OK
OK
OK
OK
OK
OK
OK
OK
OK
OK
OK
OK
OK
OK
OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
NOT OK
Brake Checks
- Check brakes before loading passengers. With engine running, check handbrake is
working properly and brake pedal is firm when pushed.
- Conduct a moving brake test, off the road, if possible. Reach a speed of not more than
15 mph check mirrors and, if safe, apply brakes fairly firmly. Brakes should work
efficiently; vehicle should not pull to one side; luggage should remain secure.
If faults that might affect the vehicle’s or passengers’ safety are found, the vehicle must not
be used until they are all remedied.
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XXX Academy Driver Record
To be completed for all School vehicle drivers by the SLT and kept in the School Vehicle &
Drivers File.
Driver’s Name:
Date:
Licence Number:
Copy of Driving Licence attached (both parts, photo card and paper?
Name and address on licence correct?
Number of points on licence (0-12)
Are there 6 points or less?
Details of offences/endorsements. If none, state none.
Does the driver have D1 entitlement to drive minibuses?
Has the driver declared they have no health problems that affect their
driving?
Has the driver completed Midas training?
Date of Midas training or last Midas refresher course.
Is this date within the last 4 years?
Midas card number:
Yes
Yes
No
No
Yes
No
Yes
Yes
No
No
Yes
No
Yes
No
Has the driver read and understood the School Vehicle Policy?
Yes
No
If the answer to any of the above questions is no, then this driver is not permitted to drive
School Minibuses.
If the driver does not have D1 entitlement but the answer to all of the other questions is yes,
they are permitted drive the School people carrier but not the minibuses.
If any of the following offences/endorsement codes are on the licence, this should be
referred to the manager as per the School Vehicles Policy. DD - Dangerous Driving, DR Drink Driving and Drugs, CD - Driving without due care and attention (also causing death),
TT99 - Disqualification under “totting up” procedure, & Code 01 (eyesight restriction).
Details of the decision made following this referral should be noted below.
Notes:
Completed by:
Signature:
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Appendix 1.
FIRST AID BOX CONTENTS
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
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


10 antiseptic wipes, foil packed;
1 conforming disposable bandage (not less than 7.5cm wide);
2 triangular bandages;
1 packet of assorted adhesive dressings;
3 large sterile unmedicated ambulance dressings (not less than 15cmx20cm);
2 sterile eye pads with attachments;
12 assorted safety pins;
1 pair rustless blunt-ended scissors.
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